Assistant to Director (Roster)

This roster will be used to source multiple positions of Assistants to Directors in multiple divisions.

Purpose of post and Summary of Assigned Duties

Within the Office of the Director of the Division, the incumbent provides administrative and secretarial assistance a range of support to the Director of the division to ensure smooth, efficient and effective operations of the administrative functions of the Division.

The incumbent is assigned all or part of the following responsibilities:

1. Oversee and monitor the information flow of the Director’s office. Analyse incoming matters in the light of background material, instructions, policies and precedents; research and attach background documentation in anticipation of the Director’s questions and information needs, identifying and highlighting areas requiring action by the Director.

2. Coordinate presentation to the Director of all documents requested of and provided by units/programmes/offices under his/her responsibility by ensuring that all such documents are logically compiled, formatted and assembled in a manner that facilitates the work of the Director. Compile and prepare reports/summaries on key ongoing matters and issues as required by the situation. Ensure that information required by the Director for decision-making is reviewed in a timely fashion by the appropriate supporting technical team under the office of the Director.

3. Ensure effective and timely follow up on requests for information, briefings and other actions emanating from the office of the Director, liaising with divisions/units/teams/offices as appropriate. Using appropriate tracking tools, follow-up and ensure that deadlines are met and queries addressed in a timely manner. Develop and maintain systems to monitor work progress and submissions and deadlines. Conduct information searches and retrieve key information as needed by the Director, when necessary compile summaries.

4. Create, maintain, update and monitor access to specific Director files and reference system, ensuring timely and appropriate filing of confidential and sensitive information.

5. Manage smooth operation of the Director’s daily agenda and calendar, scheduling and arranging meetings and visits, including high-level dignitaries and delegations from governments, other UN agencies and/or WHO partners, etc. observing appropriate protocol and exercising tact and discretion. Provide background information for appointments with internal and external visitors, contact units in the division to obtain information and/or request preparation of speeches, briefings, etc.

6. Screen and receive visitors and telephone calls with tact and discretion, make appointments and act according to the nature and urgency of each, including redirecting as appropriate; provide background information concerning purpose of appointments with official visors and/or staff members; arrange/rearrange schedules disrupted by unexpected events.

7. For internal meetings organized by the Director, prepare agenda and other papers, ensure that documentation and briefing files are prepared in due time. Proactively organize internal meetings of staff when and as needed in connection with key work of the Division and Director’s office. Provide assistance with preparation of Director’s speeches/speaking points at external meetings, as needed.

8. Manage and organize all duty travels for the Director.

9. Draft general or administrative correspondence on own initiative for the Director’s signature and more technical correspondence according to instructions given by the Director, ensuring that correspondence/documents submitted for the Director’s clearance/signature follow WHO rules, practices and procedures, proofreading and recommending revisions to administrative correspondence and other material for the Director’s signature to ascertain accuracy in content, conformance to established practices, policies and procedures and returning to divisions/programmes for further action as necessary. Finalize correspondence/reports as needed/requested. Prepare confidential correspondence and documentation as required.

10. Maintain close contact with a broad range of staff at all levels in the Division and outside, ensuring timely flow of information during planning and evaluation exercise and follow up on deadlines, collecting information from divisions/programmes, checking and editing as necessary, for timely submission to the Director. Reply on administrative and operations matters related to the work of the Director’s office on behalf of the Director, as delegated.

11. In the absence of the Director, ensure the smooth running of the office by briefing and supporting the acting person. Provide assistance with training and briefing other staff within the Director’s office when necessary.

12. Perform other duties as assigned by the Director within the range and scope of assigned responsibility.

Required competencies:

Teamwork
Respecting and promoting individual and cultural differences
Communication
Producing results

Moving forward in a changing environment

Functional Knowledge and Skills:

Strong organization and office skills, as well as skills in note taking and minutes writing.
Strong skills to work independently.
Sound knowledge and skills in using a variety of office and computer packages.
Ability to multitask and work under pressure, in a fast-paced environment.
Ability to exercise discretion at all times in judging the importance, urgency and confidential nature of various issues, and tact when dealing with staff and external partners.
Ability to identify and manage one’s own emotions, as well as helping others to do the same.

Educational Qualifications:

Essential: Completion of secondary school education or equivalent commercial school.
Desirable: Higher education and advantage. Technical training courses in office and/or management related areas.

Experience:

Essential: At least 8 years of relevant experience.
Desirable: Relevant experience in WHO or another UN agency an asset. Experience in Oracle-based or other ERP systems a strong asset.

Language skills:

Fluency in English required. Working knowledge of either French, German or Russian an advantage.

REMUNERATION

WHO offers staff in the General Services category an attractive remuneration package, which for the above position includes an annual net base salary starting at DKK 352,030 (subject to mandatory deductions for pension contributions and health insurance, as applicable) and 30 days of annual leave.


ADDITIONAL INFORMATION

This vacancy notice may be used to fill other similar positions at the same grade level
Only candidates under serious consideration will be contacted.
A written test may be used as a form of screening.

In the event that your candidature is retained for an interview, you will be required to provide, in advance, a scanned copy of the degree(s)/diploma(s)/certificate(s) required for this position. WHO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU)/United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed through the link: http://www.whed.net/. Some professional certificates may not appear in the WHED and will require individual review.

Any appointment/extension of appointment is subject to WHO Staff Regulations, Staff Rules and Manual.

For information on WHO's operations please visit: http://www.who.int.
WHO is committed to workforce diversity.
WHO's workforce adheres to the WHO Values Charter and is committed to put the WHO Values into practice.
WHO has a smoke-free environment and does not recruit smokers or users of any form of tobacco.

This post is subject to local recruitment and will be filled by persons recruited in the local commuting area of the duty station.